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Wikimania 2016 bids/Esino Lario/Checklist

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Check list for the general management of the projects. Follow up. On each and everything.

Overview edit

Area Things to do (who does it, by when) Task list of the team
Bid
Before the end of the bidding process Spring 2014
  • Done Deciding how to edit the final presentation of Wikimania Esino Lario bid => One page (decided on the mailing list)
  • Done Editing of the text in one page with links to further documents
  • Done Adding to the main page the answers to the criteria
  • Done Adding logo to the main page
  • Done FAQ session on the website.
  • Done Prepare advantages and critical points 2015 and 2016 (risk mitigation)
  • Done Adding the budget
Before the end of the bidding process 15 November 2014
 Wikimania 2016 bids/Esino Lario
Program
Before the end of the bidding process
  • Done Identification of the working team
  • Done Collecting ideas, proposals and feedback
  • Done Preparing a general proposal
  • Done Informing the team about the proposal
  • Done Collect feedback and editing
After the decision
  • Meeting among the core working team
  • Draft of the call for proposals
  • Meeting among the working team
  • Definitive version of the call for proposals
Documentation and Wikimedia projects
Before the end of the bidding process
  • Done Photos of all the locations and uploads on Wikimedia Commons (not all).
After the decision
  • Photos of all the locations and uploads on Wikimedia Commons (the mission ones).
  • Session about geography for Esino Lario article (Remulazz)
  • Open Street Map party in Esino Lario
  • Detailed map of the conference locations
Logistics/Venues
Before the end of the bidding process
  • Done Selection of the locations and consensus with owners and institutions
  • Done Definition of the size of the main venues according to regulations related to security
  • Done Hypothesis of side of other rooms
After the decision
  • According to regulations related to security, definition of the precise size of each the conference locations (number of people allowed).
  • Equipment needed for security reason
  • Project for the audio (list of the specific equipment needed for each room and options)
  • Project for the projectors and screens (list of the specific equipment needed for each room and options)
Logistics/Transport
Before the end of the bidding process
  • Done hypothesis for the transport (flows and possible number of busses)
  • Done Estimate budget in the proposal
After the decision
  • Checking the price for the trip Varenna-Esino with the regular public transport bus (discrepancy between the price given on the phone and the estimate cost).
  • Estimate budget for transport. List of societies, number of busses and costs (airports-Esino; Varenna-Esino) - for 15 societies, small and large busses and taxis
Logistics/Accommodation
Before the end of the bidding process
  • Done Template to collect information about the apartments in Esino Lario.
  • Done Distributing a letter about Wikimania and accommodation to all Esino Lario inhabitants (Tecla and Ester)
  • Done Collecting data about accommodation (<December 2013)
  • Done Phone calles to people with apartments who rent them (Catherine)
  • Done Presenting the project WIkimania Esino Lario in Esino Lario to potential accommodation providers.
  • Done Collecting data about accommodation (<March 2014)
  • Done Definition of a manager of the accommodation
  • Done Upload data about the accommodation in private homes online.
After the decision
  • Specific census of the apartments
  • Triggering the availability of apartments also from people who do not live in Esino Lario.
  • Some images of accommodation in Varenna missing.
  • Detailed census of the accommodation in Varenna and Perledo (also apartments).
Logistics/Food
Before the end of the bidding process
  • Done Meetings with restaurants and bars in Esino Lario to discuss prices and offers
  • Done Definition of a food curator.
After the decision
  • Street food; list of festivals and relevant providers. Possibility to come to Esino for the event.
Logistics/Medical assistance
Before the end of the bidding process
  • Done Checking with the city council how to extend the pharmacy opening hours (the request needs to be officially made in May of the same year when the opening hours of city council pharmacies are notified)
  • Done Check with the association Soccorso Val d'Esino (availability of volunteers and medical car9
  • Done Preparing the page of description
After the decision
  • Inform hospitals
  • Booking the ambulance
  • Taking about the event to Protezione Civile
Special events
Before the end of the bidding process
  • Done Involvement of a person with expertise in events and curatorial work.
  • Done Involvement of artists and performers.
After the decision
  • Specific definition of the program
Safety
Before the end of the bidding process
  • Done Involvement of a person with expertise in safety and security regulations.
  • Done Insurance estimated budget (insurance on attendees)
  • Done Pre-invoice from an insurance company
  • Done Involvement of a person with expertise in insurance.
After the decision
  • Checking the insurance system of Comunità montana Valsassina
Visa
Before the end of the bidding process
  • DoneChecking visa requirements and updating data.
After the decision
  • Talking to Wikimedia CH about visa
Technical
Before the end of the bidding process
  • Done First contacts with potential sponsors (Frieda)
  • DoneVisit to Esino Lario (meetings with Stefano Acquistapace)
  • Done Verify the current status of connectivity, electricity and infrastructures
  • Done Preparing a presentation page of the current status and how we will implement it
  • Done Contacting Enel to check the procedure to increment electricity during the event
  • Done Including gruppo di continuità in the technical budget
  • Done Defining a potential team of volunteers to provide technical support
After the decision
  • Contacts with potential sponsors - plan A
  • Contacts with B-plan sponsors/providers (Simone)
Registration
Before the end of the bidding process
  • Done Considering issues which need to be included in the registration process
After the decision
  • Data necessary from the registration process.
 Wikimania 2016 bids/Esino Lario/Registration tasks
Budget
Before the end of the bidding process
  • Done Definition of the estimated budget
  • Done Discussion about the budget with Wikimedia Italia
After the decision
  • Application forms
Sponsors and fund-raising
Before the end of the bidding process
  • Done Contacts and conversation with Fondazione Cariplo.
  • Done Contacts and conversation with the Comunità Montana della Valsassina, Valvarrone, Val d'Esino e Riviera
  • Done Drafted list of potential grant-makers and sponsors (list of relevant local and national sponsors).
  • Done Meeting with Provincia di Lecco.
After the decision
  • Application to Fondazione Cariplo (new programs available January 30th)
  • Identification of potential grant-makers and sponsors (full list of relevant local and national sponsors).
  • Meetings with the adjacent municipalities. Varenna, Perledo, Lierna.
  • Meeting with Regione Lombardia.
  • Contact with Camera di Commercio di Lecco to see if it is possible to organize a gathering in Lecco to present the project to potential local sponsors.
Scholarships
Team
Before the end of the bidding process
  • Done Making an example of biography in the team page
  • Done Asking people to provide a biography and Wikimania experience
  • Done Make sure your team has good communication skills in English (not everybody but for those who matter they do)
After the decision
Communication and outreach
Before the end of the bidding process
  • Done Wikimania Esino Lario mailing list.
  • Done Conference with presentation of Wikimania Esino Lario 2015 (December 2013).
  • Wikimania Esino Lario bid press communicate.
After the decision
  • Media contact (local media mainly) to present the bid and to invite people interested to show up.
  • Plan of a program of presentations about Wikipedia in schools and the territory.
  • Contact for event in Lecco (support of the library network of the Province of Lecco).
Management
Before the end of the bidding process
  • Done Meeting with representatives of some association and groups of Esino Lario. The objective is to create a small group of people who can start promote the event and explain it to the people in Esino Lario.
  • Done Checking the team structure; roles and how to bring the group together in the easiest way.
  • Done Description of the tasks for each team.
  • Done Checking potential partnership with Pro Loco Esino Lario for the on-site organization.
After the decision
  • Meeting between Wikimedia Italia and Pro Loco Esino Lario; eventually signed partnership agreement.
  • Meetings between the different groups (in particular "program").
Evaluation
Before the end of the bidding process
  • Done Defining Wikimania Esino Lario metrics in the feasibility study.
After the decision



Notes edit

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